Trent University Charter of Student Rights and Responsibilities
Approved by the Trent University Board of Governors February 3 rd 2012
Table of Contents
I. Charter Preamble ................................................................................2
A. Definitions ...................................................................................................... 2
II. Fundamental Rights ...........................................................................4
III. Fundamental Responsibilities ............................................................5
IV. Informal Process ...............................................................................6
V. Formal Process ...................................................................................7
A. Complainant Responsibilities........................................................................... 7
B. Respondent Responsibilities ............................................................................ 7
C. Investigation................................................................................................... 7
D. Extreme Circumstances ................................................................................... 8
VI. Sanctions ..........................................................................................9
VII. Final Appeals.................................................................................. 11
A. Appeals Committee and Panel....................................................................... 11
B. Appeals Process ............................................................................................ 12
VIII. Records ......................................................................................... 14
IX. Review of the Charter...................................................................... 14
*Accessibility Notice*
This document is available in PDF and Microsoft Word format on the
Student Affairs website. A printed copy can be attained at the Office of
Student Affairs, suite 112 in Blackburn Hall. Persons involved with the
discipline process (complainants, witnesses or respondents) may
conduct their involvement verbally or with the assistance of an
interpreter upon request.
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Trent University Charter of Student Rights and Responsibilities
Approved by the Trent University Board of Governors February 3 rd 2012
I. Charter Preamble
Trent University strives to provide a supportive environment in which all students have the
opportunity to pursue their academic interests and to participate in extra-curricular and social
activities. The University environment is necessarily tolerant of diverse ideas, points of view and
interests. The purpose of this Charter is to establish and inform students of their rights and
responsibilities and to provide avenues for response to any issues regarding such rights and
responsibilities.
The Charter of Student Rights and Responsibilities sets a framework for responding to
complaints or concerns about conduct:
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which occurs on University premises
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which occurs during a University sanctioned and coordinated activity which takes place off
campus for an academic or non-academic purpose
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which occurs when a student is acting as a delegate or designated representative of the
University and/or of a student group in events held off University premises
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which violates any Trent administrative policy
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see: http://www.trentu.ca/secretariat/policies_library.php
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which occurs online, including, but not limited to cyber bullying, cyber stalking, intimidation or
other communication or action that has a negative impact on the individual’s well-being and/or
ability to pursue their academic career
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which occurs at the Oshawa Civic Recreation Complex, Legends Centre, South Oshawa
Community Centre or any other municipal facility included in agreements arranged between the
City of Oshawa and Trent University
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which occurs on public transit services provided to Trent University which includes, but is not
limited to Peterborough Transit, GO Transit, and Oshawa Transit
The standard of proof required to establish a violation of the Charter is the civil standard, or
balance of probabilities, meaning the evidence demonstrates it is more likely than not that the alleged
misconduct occurred.
A. Definitions:
Advisor or Support Person: A person identified by the Respondent or Complainant to accompany them
to the review meeting or to the appeal. The Advisor or Support Person may include but not be limited
to a Peer Advocate provided by the Trent Central Student Association or the Trent in Oshawa Student
Association or the Graduate Student Association, a faculty or staff member, or a professional advisor
selected by the student. At the appeals level only, the advisor may be a solicitor.
Appellant: A student who takes an appeal from the Review Process to the Appeals Committee.
Business Days: Monday to Friday, excluding recognized University Holidays
Charter: This document
Club or Group: An organization that is affiliated with, and/or receives funding from, Trent University
and/or the Trent Central Student Association and/or the Trent in Oshawa Student Association and/or
Graduate Student Association. This excludes non-student levy groups.
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Trent University Charter of Student Rights and Responsibilities
Approved by the Trent University Board of Governors February 3 rd 2012
Complainant: The person or persons who file[s] a complaint or report about a student’s failure to
uphold the fundamental responsibilities or about a student's breaches of another community member’s
fundamental rights as set out in this Charter.
Dual Role: Individuals who are both students and employees of the University. The Judicial Officer will
consult with the Associate Vice President, Human Resources and the appropriate union representative,
if applicable, to determine the role of the individual during the incident that is being reviewed.
Judicial Officer: The individual, designated by the Associate Vice President Student Affairs, who will
receive, review and hear allegations of misconduct. The Judicial Officer can appoint a delegate in the
instance of a conflict of interest.
Misconduct: Behaviour or actions by students that do not uphold their fundamental responsibilities; or
that breach the fundamental rights of other students as defined in the Charter of Student Rights and
Responsibilities.
Office of Student Affairs: Refers to either the Peterborough or Oshawa Office of Student Affairs,
depending on the case.
Respondent: A student who has been accused of misconduct or in the context of an Appeal, the person
or party who contends against an appeal.
Sanctioned Event: Any activity coordinated by Trent University faculty or staff on behalf of their
department or for the purpose of conducting University activities or sponsored by a University academic
or administrative department head. Also, any activity coordinated by Trent University students on
behalf of a club or group.
AVP – Student Affairs: The person appointed to the position of Associate Vice President, Student Affairs,
by the Board of Governors.
Student: Any person admitted to or enrolled at Trent University, full time or part time, pursuing noncredit, undergraduate, graduate or professional studies, whether or not the individual is currently
registered in courses or is currently a candidate for a degree, diploma or certificate. An individual is
considered to be a student during periods before or between semesters, including, but not limited to
Introductory Seminar Week and Winter break, or periods during which the student may be serving a
suspension or required by the University to withdraw from courses. The Charter applies to students on
exchange programs that are coordinated by Trent University at other universities, as well as Students on
approved leaves of absence or visiting students.
Trent University Community or the Community: Current students, faculty and staff of Trent University
and guests to the campus.
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Trent University Charter of Student Rights and Responsibilities
Approved by the Trent University Board of Governors February 3 rd 2012
II. Fundamental Rights
1. Every student enjoys within the University all the rights and freedoms conveyed by, and the
responsibility to uphold all federal, provincial and municipal laws.
2. Every student has the right to a university experience and environment free from assault,
harassment, (as defined in the University’s Policy on Discrimination and Harassment)
intimidation, threats, bullying, hazing or coercion.
3. Every student has the right to freedom from discrimination and harassment, as defined in the
University's Policy on Discrimination and Harassment. Allegations of discrimination and
harassment will be handled in accordance with the Policy, located at:
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http://www.trentu.ca/humanrights/documents/Harassment.pdf
4. Every student has a right to due process and natural justice by University officials acting in their
administrative capacity.
5. Every student has a right to pursue their education in an environment that is safe, secure and
conducive to learning.
6. Every student has a right to protection of privacy consistent with University Policy and existing
privacy legislation. The University’s policy can be accessed online:
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http://www.trentu.ca/administration/pdfs/PrivacyProtectionofPersonalInformation.pdf
7. Every student enjoys within the University the freedoms of opinion, expression, belief, and
political association to the extent that these freedoms do not interfere with the rights of others
or violate other University policies and procedures.
8. Every student has a right to belong to any lawful association of their choice and shall not be
subject to any prejudicial action by any member of the University community for so belonging.
9. Every student has a right to peaceful assembly and participation in demonstrations within the
University provided that such actions do not violate the fundamental rights of other members of
the University Community nor breach the fundamental responsibilities of the student as
outlined in the Charter.
10. Every student has a right to enter and to refuse entering into an area that is undergoing a picket
by employees of the University, if such entrance creates a risk to their personal safety. Where
this right conflicts with Senate policy on labour disruptions, Senate policy will take precedence.
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Trent University Charter of Student Rights and Responsibilities
Approved by the Trent University Board of Governors February 3 rd 2012
III. Fundamental Responsibilities
1. Every student is responsible for contributing to making the Trent community safe, respectful
and inclusive. Students must refrain from conduct that threatens or endangers the health,
safety, wellbeing or dignity of any person, the institution or one of its communities.
2. In accordance with Trent University’s Weapons Policy, no person, while on property controlled,
leased or owned by Trent University shall store, use or carry a weapon. See Trent’s Weapon’s
Policy for further detail:
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http://trentu.ca/security/TrentUniversityWeaponsPolicy_000.doc
3. Each student who chooses to consume alcohol is obliged to do so responsibly, to uphold the
Liquor License Act of Ontario, and to ensure their personal safety and wellbeing and that of
others.
4. Possessing, using, or trafficking illegal drugs is prohibited on property controlled, leased, or
owned by Trent University or the recreational facilities of the Corporation of the City of
Oshawa..
5. Every student has the responsibility to protect the health and safety of themselves and others
through vigilance to fire safety equipment and procedures. Committing arson, pulling fire alarms
falsely or tampering with firefighting equipment (e.g., fire alarms, extinguishers, exit signs, fire
hoses, smoke detectors, emergency lights) is prohibited.
6. Every student is responsible for helping to maintain a safe and secure campus community by
refraining from unauthorized entry to University premises and unauthorized possession of
University property. Acts such as damage, vandalism, defacement, destruction, theft, misuse or
tampering with University premises or property are prohibited. This includes but is not limited
to University supplies, documents, equipment, and keys.
7. Every student is responsible for contributing to a University Community that is supportive of its
members’ academic pursuits in learning and research. Conduct that interferes with a student’s
ability to complete academic requirements is considered misconduct. This may include but not
be limited to tampering with another student’s laboratory work or deleting a student’s
computer files.
8. Every student is responsible for abiding by all administrative policies of the University, as may be
created and amended from time to time, and found at:
-
http://trentu.ca/secretariat/policies.php
9. Every student is responsible for respecting the privacy of all members of the community.
Sharing or disclosing information about a third party, without their consent, learned from a
Charter investigation/process, while acting in the capacity of a University employee, or disclosed
during academic exercises constitutes misconduct.
10. Every student is responsible for maintaining integrity in their interactions with the University.
Knowingly providing false or inaccurate information to the University or an official thereof,
altering or tampering with a document submitted to the University or otherwise engaging in
fraudulent behaviour respecting the University constitutes misconduct.
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Trent University Charter of Student Rights and Responsibilities
Approved by the Trent University Board of Governors February 3 rd 2012
IV. Informal Process
1. A complaint is initiated by a witness report or Security Report of Misconduct. Any member of
the University Community may file a complaint or report against any student for
Misconduct. Complaints or reports shall be prepared in writing, and filed with the Office of
Student Affairs.
2. A complaint or report must be received within 6 months following the incident. The Judicial
Officer shall meet with the Complainant, and if necessary, any witnesses to the alleged
misconduct, within seven (7) days of the receipt of the complaint and/or report of the
misconduct
3. The Judicial Officer will conduct a preliminary review to determine
a. if there is sufficient evidence to sustain the allegations of misconduct;
b. whether the allegations appear that they can be disposed of administratively on a basis
acceptable to the parties and to the Judicial Officer;
c. whether the complaint appears to be is based on an allegation that involves a breach of
Trent’s Discrimination and Harassment policy, in which case the informal process will be
held in abeyance pending the outcome of a formal investigation through the Office of
Human Rights; and
d. whether there are any conflicts of interest.
The Informal Process must be completed, with a reasonable agreement between the
Complainant and Respondent, within 60 days following the receipt of the complaint or report. The
process can be extended should it be agreeable to all parties.
If the allegation of misconduct can be sustained and cannot be disposed of administratively or
through the Informal Process, the Judicial Officer will proceed to the Formal Process.
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Trent University Charter of Student Rights and Responsibilities
Approved by the Trent University Board of Governors February 3 rd 2012
V. Formal Process
A. Complainant Responsibilities:
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Appear at a meeting with the Judicial Officer.
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Read the Charter in its entirety including all processes and procedures.
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Follow the procedures for filing appeals as outlined in the Charter.
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Tell the truth and be accountable for their action(s) and level of involvement in the incident so
that a responsible decision is made.
B. Respondent Responsibilities:
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Read the information provided in the notice to schedule the meeting with the Judicial Officer
and respond as indicated.
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Appear at the meeting with the Judicial Officer.
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Read the Charter in its entirety including all processes and procedures
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Read and question all reports and evidence presented.
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Read and follow all sanctions issued by the Judicial Officer.
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Follow the procedures for filing appeals as outlined in the Charter.
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Tell the truth and be accountable for their action(s) and level of involvement in the incident so
that a responsible decision is made.
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Follow up with the Judicial Officer within the time set by the Officer.
C. Investigation:
1. Where the Judicial Officer determines that the Formal Process is required, the Respondent will
be notified in writing of the complaint and/or report against the Respondent. The written
notice shall specify the nature of the allegations against the Respondent. E-mail to a student’s
Trent University e-mail account is considered official notice in writing. E-mail notification will
include information that a hard copy of the notification will be in the Office of Student Affairs. If
the student does not respond to the e-mail and does not pick up the hard copy of the
notification within 2 business days, the notification will be sent by mail to the most recent
address on record with the University for the student.
2. A date and time will be set for the Respondent to meet with the Judicial Officer within seven (7)
days of the receipt of the original complaint. The meeting date may be deferred at the
discretion of the Judicial Officer.
3. The meeting with the Respondent will be conducted by the Judicial Officer according to the
following guidelines:
a. The Formal Process of the Charter will be explained by the Judicial Officer.
b. The Respondent may request a delay in the process of up to 72 hours to consult with an
advisor or where there is a direct conflict with an academic commitment. A request for
delay must be made in writing or from the Respondent’s Trent University e-mail account
to the Judicial Officer at least 12 hours prior to the scheduled meeting.
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Trent University Charter of Student Rights and Responsibilities
Approved by the Trent University Board of Governors February 3 rd 2012
c. The Respondent will have the opportunity to speak on their own behalf and will be
provided the opportunity to respond to the allegations against them either in writing or
orally.
d. The Respondent may be accompanied to the meeting by an advisor of their choosing
including but not limited to a Peer Advocate provided by the TCSA, TOSA the GSA, a
faculty or staff member, or a professional advisor selected by the student. The advisor
shall not speak on behalf of the student.
e. If the Respondent does not attend the meeting with the Judicial Officer, after having
been given a reasonable opportunity to do so, the Judicial Officer may proceed to make
decisions on the case in the absence of the Respondent’s input.
f.
If the Judicial Officer makes a determination that there has been Misconduct, the
Judicial Officer may impose an appropriate sanction or sanctions. Findings of
Misconduct are based on a preponderance of evidence, meaning the evidence
demonstrates it is more likely than not that the alleged misconduct occurred.
g. Respondents found to be responsible for Misconduct who take accountability for their
actions and level of involvement with the incident will have such taken into
consideration and noted by the Judicial Officer when determining sanctions.
h. The results of the meeting with the Respondent shall be communicated in writing to the
Respondent. Notice will be delivered electronically to the Respondent’s Trent e-mail
account. E-mail notification will include information that a hard copy of the notification
will be in the Office of Student Affairs. If the student does not respond to the e-mail and
does not pick up the hard copy of the notification within 2 business days, the
notification will be sent by courier to the most recent address on record with the
University for the student. In this notice, the formal appeals process will be clearly
outlined for the student.
i.
The Decision rendered is communicated to both the Complainant and the Respondent.
The summary letter outlines the sanctions, includes a statement that this letter is
considered to be private and confidential and that unauthorized sharing of the details
would be an offence of the Charter.
D. Extreme Circumstances:
If the reported conduct is of violent acts and/or behaviours which are deemed to be an
imminent threat to an individual or to the community, an interim suspension may be recommended
pending the outcome of the Formal Process. A recommendation for an interim suspension will be made
by the Judicial Officer to the Associate Vice President Student Affairs and to the Associate Dean,
Undergraduate Studies or Associate Dean, Oshawa where the student is an undergraduate or to the
Associate Vice President Student Affairs and the appropriate Dean where the student is in a professional
program or to the Associate Vice President Student Affairs and to the Dean of Graduate Studies where
the student is a graduate student. The Associate Vice President Student Affairs and the Associate Dean,
Undergraduate studies or Associate Dean, Oshawa or the Associate Vice President Student Affairs and
the appropriate Dean or the Associate Vice President Student Affairs and the Dean of Graduate Studies
will make the decision jointly to implement an interim suspension or not. In appropriate situations, the
Involuntary Withdrawal Policy may apply.
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Trent University Charter of Student Rights and Responsibilities
Approved by the Trent University Board of Governors February 3 rd 2012
VI. Sanctions
The Judicial Officer and the Appeals Committee have authority to assign sanctions to the
Respondent should they find evidence that the Respondent has engaged in an act of
Misconduct. Sanctions vary depending on the incident. The Judicial Officer or Appeals Committee will
consider educational sanctions that encourage community involvement and responsibility
first. Additional sanctions may be applied depending on the severity of the incident and whether or not
the Respondent has engaged in prior acts of non-academic misconduct. More than one sanction may be
applied as a result of a single incident.
Sanctions may include one or more of the following:
1. Warning: A notice in writing to the Respondent that the Respondent’s behaviour violates
institutional regulations and must cease. A warning includes notice that additional sanctions will
be considered if the specific behaviour continues or the Respondent is determined to be
responsible for additional acts of Misconduct.
2. Formal Apology: A written letter of apology or a verbal apology where the Respondent and the
Complainant agree to meet.
3. Behaviour Contract: The Respondent will sign a contract agreeing not to engage in other acts of
non-academic misconduct. Repercussions in the event of a breach of contract will be
recommended by the Judicial Officer.
4. Educational Initiative: A developmental sanction that requires a Respondent to actively
participate in a program consistent with the Misconduct. Example: Alcohol Awareness Seminar,
Ethics Roundtable, Online Seminar, Writing Assignment.
5. Community service: Work assignments for service to the community that could include but are
not limited to: assignments that provide an opportunity to enhance awareness of a topic
specifically related to the incident, such as assisting in the repair to any damaged property or
assisting in the implementation of an event.
6. Loss of privileges: Denial of specific privileges for a designated period of time. For example,
restrictions from a College dining hall. Special requests for a temporary or permanent reinstatement of privileges can be made in writing to the Office of Student Affairs.
7. Probation: A written reprimand for misconduct. Probation is for a designated period of time
and may be applied in conjunction with additional sanctions. If the Respondent is found to have
engaged in further act(s) of Misconduct during the probationary period, more severe sanctions
may be applied.
8. Restitution: Compensation for loss, damage or injury. This may take the form of appropriate
service or monetary or material replacement.
9. Interim Suspension: Separation of the student from the campus for a period of time. An interim
suspension from the campus can be issued only in consultation with the Associate Vice
President Student Affairs and the Associate Dean of Undergraduate Studies or Associate Dean,
Oshawa for undergraduate students, or by the Associate Vice President Student Affairs and the
appropriate Dean where the student is in a professional program, or by the Associate Vice
President Student Affairs and the Dean of Graduate Studies where the student is a graduate
student, in situations where the accused student is believed to be at risk or of risk to other
Community members. The maximum period of an Interim Suspension is 14 days. This time
period may be extended at the recommendation of the Judicial Officer or the Chair of the
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Trent University Charter of Student Rights and Responsibilities
Approved by the Trent University Board of Governors February 3 rd 2012
Appeals Committee if the Respondent is unable to appear for a meeting or for an appeal hearing
during that time period; or the Respondent may request additional time to review the
Complaint and prepare a response. If the Respondent requests an extension of the meeting or
appeal hearing date beyond the initial 14 day Interim Suspension, the Judicial Officer will
determine if the suspension shall continue during the delay period.
10. Suspension: Separation of the student from the campus for a definite period of time after which
the Respondent is eligible to return. Conditions for readmission will be specified. The term of
the suspension will be dependent on the severity of the Misconduct and will be recommended
by the Judicial Officer to the Associate Vice President Student Affairs and to the Associate Dean
of Undergraduate Studies or Associate Dean, Oshawa where the student is an undergraduate or
by the Associate Vice President Student Affairs and the appropriate Dean where the student is
in a professional program, or to the Associate Vice President Student Affairs and to the Dean of
Graduate Studies where the student is a graduate student.
11. Expulsion: Permanent separation of the student from the University. Where the Judicial Officer
believes that the appropriate sanction is expulsion, the Judicial Officer will make a
recommendation to the Associate Vice President Student Affairs and the Associate Dean of
Undergraduate Studies or Associate Dean, Oshawa, where the student is an undergraduate, or
by the Associate Vice President Student Affairs and the appropriate Dean where the student is
in a professional program, or to the Associate Vice President Student Affairs and the Dean of
Graduate Studies where the student is a graduate student.
The Judicial Officer is responsible for ensuring sanctions are completed by a set time. Where a
respondent does not abide by the sanctions imposed, including violating a behaviour contract, it is
within the power and discretion of the Judicial Officer to reconsider sanctions and impose new and/or
additional sanctions.
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Trent University Charter of Student Rights and Responsibilities
Approved by the Trent University Board of Governors February 3 rd 2012
VII. Final Appeals
A Respondent or Complainant has the right to appeal the decision of the Judicial Officer, or of
the Associate Vice President Student Affairs and the Associate Dean of Undergraduate Studies or
Associate Dean, Oshawa, or Dean, as appropriate, or of the Associate Vice President Student Affairs and
the Dean of Graduate Studies on the following grounds:
1. The sanction was too severe and/or not an appropriate match to the act of Misconduct
2. New evidence comes to light that was not available at the time of the initial hearing and that
may alter the preponderance of evidence in the case and the subsequent outcome.
3. There was a substantive lack of due process or there was a substantive procedural error that
may have altered the outcome.
A. Appeals Committee and Panel
1. The Appeals Committee will be comprised of 75% students, and 25% staff/faculty, and may
include up to the following maximum appointees from the following constituencies:
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12 Undergraduate Student Representatives (2 each from Champlain, Gzowski, Lady
Eaton, Otonabee, Oshawa Campus)
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2 Graduate Student Representatives (Traill College)
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2 International Student Representatives
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2 Indigenous Student Representatives
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3 Staff Representatives
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3 Faculty Representatives
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1 Chair (appointed from within the Appeals Committee by the Committee members)
2. The Appeals Committee members will sit on the Committee for a minimum 2 year term with as
close to half of the membership as possible finishing their terms on alternate years to the other
half of the membership. Membership reviews occur every two years, where the AVP Student
Affairs may decide to remove a member from the committee.
3. All members of the Appeals Committee will receive training on the Charter. Further training
may be made available including but not limited to diversity, anti-oppression, sensitivity, conflict
resolution, mediation and procedural fairness. Appeals Committee members will be appointed
through the Nominating Committee, which is advisory to the AVP Student Affairs.
4. For the purpose of hearing an appeal, an Appeals Panel will be formed from the Appeals
Committee to hear the appeal and render a decision. The Appeals Panel will have the following
composition:
-
2 Student Representatives (At least one student panel member shall be an
undergraduate student where the appellant is an undergraduate and at least one
student shall be a graduate student where the appellant is a graduate student.)
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1 Staff Representative
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1 Faculty Representative
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1 Panel Chair (any representative of the Appeals Committee)
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Trent University Charter of Student Rights and Responsibilities
Approved by the Trent University Board of Governors February 3 rd 2012
5. Quorum to hear an appeal shall consist of all 5 members of the Appeals Panel as struck from the
Appeals Committee. Representatives must be able to commit in advance to the time involved
for the entire appeals process.
B. Appeals Process
1. The Appellant must file an appeal in writing or from their Trent University e-mail account to the
Chair of the Appeals Committee within five (5) business days following the receipt of the
decision of the Judicial Officer; or the decision of the Associate Vice President Student Affairs
and the Associate Dean of Undergraduate Studies or the Associate Dean, Oshawa or Dean, as
appropriate; or the decision of the Associate Vice President Student Affairs and the Dean of
Graduate Studies. Exceptions may be made at the discretion of the Chair if new evidence
becomes available after 3 business days. The Chair will determine if the appeal appears to have
merit based on one (1) or more grounds of appeal as set out above.
2. If the Chair determines that there appears to be merit to the appeal, the Chair of the Appeals
Committee will strike an Appeals Panel from the Appeals Committee and arrange a date and
time for a hearing.
3. If the appeal is determined to be without merit by the Chair, no further action will be taken.
4. A list of members of the committee will be posted on the Student Affairs/Charter of Student
Rights and Responsibilities website. An appellant will be given the opportunity to request that
any individual member be excluded from the Appeals Panel. Reasons that are acceptable to the
Appeals Panel for excluding a member must be provided by the appellant. Individual members
of the panel will be asked to excuse themselves from the hearing if they perceive a conflict of
interest or bias in the case. Conflicts of interest will take into consideration factors such as but
not limited to:
-
College affiliation
-
program of study
-
hometown
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membership within a student club, group, cabinet or association
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place of residency
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past or present friendship/relationship
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registered courses
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student/teacher relations (graduate students, tutorial leaders, markers etc.)
5. All appeals shall be open to the public except where the Appeals Panel is of the opinion that,
a. matters involving public security may be disclosed; or
b. intimate financial or personal matters or other matters may be disclosed at the hearing
of such a nature, having regard to the circumstances, that the desirability of avoiding
disclosure thereof in the interests of any person affected or in the public interest
outweighs the desirability of adhering to the principle that hearings be open to the
public, in which case the Appeals Panel may hold the hearing in the absence of the
public.
6. The appellant has the right to represent themselves or to be represented. If a representative is
chosen, the appellant must provide the name of the representative in advance to the Chair. The
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Trent University Charter of Student Rights and Responsibilities
Approved by the Trent University Board of Governors February 3 rd 2012
appellant may call witnesses to corroborate their case. The respondent will also be given these
options. The appellant and respondent have the right to cross-examine witnesses.
7. The appellant and/or respondent may bring a support person with them to the hearing. That
person will act as an observer and may not participate directly in the hearing.
8. The appellant and respondent, if they choose to attend, will be given the opportunity to present
their cases. They will then respond to any questions and thereafter will be excused from the
hearing. It is important to preserve a clear distinction at the hearing between the provision of
information and actual deliberation on the case. The appellant and respondent are not entitled
to engage panel members in debate or to participate in the evaluation of information. They are
present to amplify the material already submitted to the committee and to answer questions
arising out of it.
9. The panel has the authority to prescribe appropriate relief as set out above and may also
include asking the Judicial Officer or the Associate Vice President Student Affairs and the
Associate Dean of Undergraduate Studies, or Associate Dean Oshawa where the student is an
undergraduate student, or by the Associate Vice President Student Affairs and the appropriate
Dean where the student is in a professional program, or the Associate Vice President Student
Services and the Dean of Graduate Studies where the student is a graduate student, to
reconsider the case.
10. Once a decision is reached, the Chair of the hearing panel will send a letter to the appellant
informing them of the decision and the reasons for it. The respondent will also be sent a copy of
the decision. Notice will be delivered electronically to the Respondent’s Trent e-mail
account. E-mail notification will include information that a hard copy of the notification will be
in the Office of Student Affairs. If the student does not respond to the e-mail and does not pick
up the hard copy of the notification within 2 business days, the notification will be sent by
Canada Post to the most recent address on record with the University for the student. A copy of
the decision will be sent to the Judicial Officer so that necessary changes can be made to the
student file or sanctions can be supervised where applicable.
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Trent University Charter of Student Rights and Responsibilities
Approved by the Trent University Board of Governors February 3 rd 2012
VIII. Records
1. A Respondent or Complainant may request copies of all relevant reports or complaints. The
request must be made in writing as per the “Request for Documentation Form” found in
Appendix ‘X’. Documentation will be provided in accordance with University policy and existing
legislation on privacy.
2. A register of all decisions will be maintained. This will not be part of the academic record.
When a complaint is not successful, a respondent may request that supporting documentation
be kept on file for only one year after a decision is rendered. Documentation will be kept on file
for seven years after a decision is rendered or three years after a student is no longer enrolled,
whichever is later, after which time the file will be destroyed with the exception of the decision
letter and/or case report which will be kept permanently. Documentation will be kept in a
secured file in the Office of Student Affairs. All documents pertaining to an appeal will be kept
confidential except to the extent required by these procedures or otherwise required by law.
3. Any one named in documentation has the right to request copies of all documentation within
the parameters of The Freedom of Information and Protection of Privacy Act and the University
Privacy Policy.
4. Copies of all documentation will be readily accessible to the Judicial Officer or the Appeals Panel
throughout a Review Process, Meeting, or Appeal and in compliance with the Trent University
Privacy Policy.
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http://www.trentu.ca/administration/pdfs/PrivacyProtectionofPersonalInformation.pdf
5. An anonymous overview of offences and sanctions will be posted online each term to assist the
Community in understanding how the Charter is interpreted and applied.
6. Decisions will be communicated to both parties. The level of detail will be determined on a case
by case basis by the Judicial Officer in accordance with the applicable law.
7. Appeals and records are considered to be confidential, subject to applicable law.
IX. Review of the Charter
A Task Force, comprised of students, faculty and staff will be struck annually by the College and
Student Services Committee (CASSC), in consultation with the Oshawa Student Services and Campus Fee
Committee, to review, revise and make recommendations on the charter.
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